Dale Beaumont | The 7 “Must Use” Tools That Help You Build Better Systems

Tool 1: Mindmap your business departments.

• Use mind-mapping software like XMind, MindManager, or MindView to get the systems you’re currently using in your business out of your head.
• Start with 4 main departments:
  • Marketing – how do you generate leads within your business?
  • Sales – how do you turn a lead into a customer?
  • Delivery – the “doing” part of your business.
  • Admin – anything else that your business does, that doesn’t fall into the categories above.
• Suggestion! Use different icons and colour codes to prioritise the tasks within these departments.
• Use these as a framework for your business systems.

Tool 2: Build and store your systems online.

• Use a cloud-based solution like systemHUB.
• Store text, checklists, images and screen captures and embed instructional videos.
• Understand the difference between project management tools and systems documentation tools – click here to watch a video.

Tool 3: Create videos using screen capture software to delegate work and create systems/processes.

• Use a screen recording tool like SnagIt (alternatives are Jing, Sharex, Camtasia) to record and share videos with feedback or instructions.
• Use it to record your processes and turn them into systems.

Tool 4: Develop flowcharts to take your most used systems to the next level.

• Lucid Chart is used for creating flowcharts (alternatives are Google Draw, Draw.io, LibreOffice Draw).
• Use flowcharts as the next level of a system to summarise an entire process into one page.
• Use flowcharts to build in checks and measures. This ensures things are checked off at the appropriate time.
• Use flowcharts for important systems that involve money or safety or sensitive information.
• Embed the flowcharts in your online system software.

Tool 5: Use task management software to track “who is doing what by when”.

• Use TeamWork (alternatives are Trello, Basecamp, ZohoProjects, Asana) to manage internal tasks and to-dos.
• Take the repetitive tasks and workflows and turn them into templates in the task management software.
• As a manager, you’ll be able to see what team members are working on and the time they’re spending on tasks.

Tool 6: Use a quality modern CRM (Customer Relationship Management) system and add marketing automation to your business.

• Most popular are:  ActiveCampaign, Ontraport, InfusionSoft.
• Use your CRM to manage communication and automate the interactions with your customers.
  • Example: use a CRM to create sign-up forms, set autoresponders, email marketing with split testing, track open rates and click rates.

Tool 7: Hire Virtual Assistants to help with repetitive tasks that aren’t the best use of your time.

• Outsource tasks that don’t require people to be physically in your office.
  • Example: Updating price lists, keyword research, article writing.
• Look to services like www.upwork.com, www.freelancer.com.au and www.fiverr.com to find the best person for the job, at the best rate.